Office Facilities Co-ordinator in Edinburgh

Location: Edinburgh (on-site) | Practice Area: Corporate Services | Department: Facilities | Type: Permanent

We are looking for a proactive and professional Office and Facilities Assistant to support the smooth day-to-day operation of our Edinburgh office. Based at reception, this role combines front-of-house responsibilities with facilities, events, AV and general operational support. Working alongside the Office Manager and team members in Glasgow and London, the role plays a key part in maintaining a welcoming and well-run office environment. The position also provides full operational cover for colleagues during periods of absence.

• Front of House & Reception Support
  • Support the day-to-day operation of the reception area.
  • Welcome visitors and colleagues, ensuring a professional and friendly front-of-house experience.
  • Manage visitor sign-in procedures and ensure compliance with site protocols.
  • Answer and direct incoming enquiries professionally.
• Facilities & Office Support
  • Provide day-to-day support to the team to ensure the office operates smoothly.
  • Assist with locker management, key holding and general office logistics.
  • Support health and safety processes and escalate issues where required.
  • Provide operational cover for colleagues during periods of absence.
  • Support facilities-related audits and compliance activities.
• Events, Meetings & AV Support
  • Support the coordination of internal and client-facing meetings and events.
  • Assist with room bookings, meeting setup and diary coordination.
  • Provide on-the-day support for events, including room layouts, AV setup and basic troubleshooting.
  • Liaise with internal stakeholders and external suppliers to support event delivery.
  • Maintain awareness of available meeting spaces, layouts and preferred suppliers.
• Administrative & Operational Support
  • Manage incoming and outgoing mail, including courier bookings.
  • Monitor and order office supplies to ensure appropriate stock levels.
  • Provide general administrative support to teams across the office as required.
  • Report on office attendance and related data, ensuring accuracy and completeness.
• Communication & Stakeholder Engagement
  • Monitor and manage the reception email inbox, ensuring timely responses.
  • Support internal communications relating to office activity, meetings and events.
  • Build positive working relationships with colleagues, stakeholders and suppliers.

• Previous experience in a reception or front of house environment, office support or administrative role.
• Strong organisational skills with the ability to manage multiple tasks.
• Confident and professional communication style.
• Comfortable working with colleagues at all levels.
• Intermediate knowledge of Microsoft Office (Outlook, Word, Excel).
• Proactive, reliable and able to use initiative.

• Experience supporting meetings, events or facilities-related activity.
• Fire Marshal and/or First Aid training (training can be provided).

• Work in a collaborative, inclusive and professional environment.
• Exposure to facilities, events and office operations.
• Opportunities to develop skills beyond the role.
• Competitive remuneration and benefits aligned to experience.

Please apply with an application. If you have any questions reach out to the recruiter. Applications will close by Wednesday 11th of February. Application review will take place and candidates will be invited to interview over the following days.